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Program Assistant Job Opening!

 

 

 

 

THE MORRIS AND GWENDOLYN CAFRITZ FOUNDATION JOB DESCRIPTION

FOUNDATION BACKGROUND: Incorporated in 1948, The Morris and Gwendolyn Cafritz Foundation is dedicated to improving the lives of residents in the Washington metropolitan area. The Foundation has three grants cycles annually, awarding on average $16 to $20 million to qualifying501(c)(3) charitable organizations in the areas of Arts and Humanities, Community Services, Education, Health and the Environment.

Position Title: Program Assistant

Purpose: To provide administrative and other support to the program staff and Executive and Associate Directors. This position reports to the Associate Directors.

Key Responsibilities:

  • Serve as a first-point of contact to grantees and applicants for program staff, including  receiving visitors.
  • Answer and screen telephone calls and handle routine emails and other correspondence, responding to inquiries about grant proposals and invitations to events.
  • Provide support to program officers, including assisting with correspondence, phone communications, meeting logistics, maintaining up-to-date information on contacts and other duties as assigned.
  • Assist with meetings as requested. Support includes assistance with planning and organizing, and coordinating logistical support for events such as advisory and working group meetings, prospective grantee forums, site visits, internal staff education and team meetings. Provide preparatory materials. Take notes and prepare reports of Foundation-hosted meetings as requested.
  • Maintain calendar and schedule for Executive Director, as needed. Manage master program calendar and monitor program deadlines and internal processes for the program team.
  • Prepare check requests, process invoices and create expense reports.
  • Coordinate and maintain Foundation memberships, subscriptions and access information.
  • Maintain library and reference materials as needed.  Develop and maintain adequate resource files for assigned program areas, including current issues and key resource people and organizations.
  • Monitor daily newspapers, The Chronicle of Philanthropy and other journals, for relevant articles, and circulate and retain as appropriate.
  • Develop knowledge of designated program areas and a clear understanding of how they are related to the Foundation’s grant-making and operations.
  • Participate in site visits with Program Officers as requested and assist with financial and written materials. Assist with top sheets under the guidance of appropriate Program Officer.  Stay informed about, and follow up on, grants-related issues throughout the year.
  • Assist Program Officers in maintaining relevant and required grantee reports and information in database and other files, with emphasis on electronic recordkeeping.
  • Represent the Foundation professionally by attending meetings and conferences as assigned.
  • Perform timely and accurate input and updates of grantee information, proposals, approvals, payments and reporting requirements as requested and directed by grants management team.  Work with program and grants management teams to ensure required grant reporting and grant budget information is consistently up-to-date.
  • Maintain the inventory list for office and lounge supplies.
  • Order and put away office and lounge supplies on a weekly basis, and as requested.
  • Provide logistical support, including catering orders, for internal meetings, staff trainings and external meetings.
  • Provide backup logistical support for program officer meetings, as requested.
  • Coordinate discretionary grant requests, including writing summaries and collecting supporting documents in collaboration with Associate Director and appropriate Program and Grants Management staff.
  • Work with the Grants Manager and the Grants Management team to perform data entry of proposals for three annual deadlines.
  • Prepare and file grants folders, reports and payouts.
  • Assist Grants Assistant and Administrative Assistant with Foundation information request emails.
  • Coordinate discretionary grant requests, including writing summaries and collecting supporting documents in collaboration with Associate Director and appropriate Program and Grants Management staff.
  • Assist with Board meetings, in coordination with grants management team, to produce and assemble Board meeting handouts and materials, as assigned.
  • Be open to and contribute creative alternatives for technical solutions and procedural improvements.
  • In Administrative Assistant’s absence, take minutes at weekly Chairman/staff meeting and other administrative staff duties as assigned.
  • Provide coverage of the reception area(s), as assigned, including regular lunch coverage and kitchen maintenance as needed.
  • Provide basic research to support programs and grants.
  • Provide additional support as needed and assigned.

 

QUALIFICATIONS:

  • Combination of Bachelor’s Degree and a minimum of 3 years relevant administrative experience, working with a non-profit is preferred.
  • Knowledge of Microsoft(MS) Office Suite(including strong MS Word and Excel skills)and databases, GIFTS preferred.
  • Must be detail-oriented, able to meet deadlines, handle multiple tasks, and have superb writing and editing skills.
  • Must have excellent time management and organizational skills; a senseof humor, diplomacy and discretion; critical thinking skills, flexibility and judgment.
  • Must have the ability to work both independently and as a team player.
  • Must have excellent interpersonal skills with ability to communicate effectively with all levels of the Foundation and the general public.
  • Experience working with budgets and financial documents is highly desired.

 

 

COMPENSATION: Competitive salary, benefits, vacation, health and retirement plan.  Salary commensurate with experience.

 

TO APPLY: Please email a cover letter and resume attn: Ms. Tobi Printz-Platnick, Associate Director to info@cafritzfoundation.org.  For best consideration, apply by Friday, November 15, 2019.Please, no telephone inquiries

 

 
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Upcoming Deadline!

Proposals are due on
Monday, March 2nd
by 5:00 pm.

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